Why do we process your data? 

We collect and record data via our web forms for your enrolment as a student at Shenzhou Open University of TCM, as well as for guidance during your studies, to monitor your study progress and ultimately to demonstrate, with your data, that you are eligible to graduate. Shenzhou Open University of TCM also needs to process your personal data and study progress data because Shenzhou Open University of TCM is accountable for accreditations and the results achieved by students. 

How do we obtain your data? 

Firstly, we receive your data when you register via our digital or paper registration forms. In addition, you also provide personal data to Shenzhou Open University of TCM yourself, because we need it for your education and guidance as a student. 

When your data is required for services that are not covered by a legal obligation or our educational task, we will ask for your consent to obtain and use your data. We will then explain why this data is necessary and with whom we may share your data. Please note that in such cases, you are not obliged to provide your data. You may withdraw your consent at any time. You can read more about this under the heading ‘What are your rights?’. 

What data do we process? 

We process your contact details. This includes your name, address, place of residence, date of birth, email address and telephone number. To produce your diploma, we also need your place of birth, full first names and maiden name. To assess whether you can be admitted to the programme, we also ask for previous diplomas or an EVC report. In the context of your studies, we also process data such as scores, grades, assessments, feedback given to you, exams taken, assignments and reports submitted, your thesis, transcripts and diplomas. We also process a passport photo for the purpose of producing a so-called ‘face book’ so that teachers can get to know you by name and check your attendance. 

Because we have to keep track of attendance in classes, we ask for the reasons for absence in the event of sick leave or absenteeism. Because this information is important in order to assess whether you are eligible for exemption or compensation for missed classes, we keep correspondence about this in your file for the duration of your studies at Shenzhou. After that, this information is destroyed. 

How long do we retain your data? 

As an educational institution, we have a legal obligation under the Public Records Act to retain students’ personal, examination and diploma data. We retain the mandatory data even after the end of your studies. For example, we retain examination papers for five years after graduation. Diploma data is retained for at least 30 years . This allows students to request a copy of their diploma if it has been lost or has become unusable. 

Sharing with others 

We only provide your data to other organisations if this is necessary to comply with a legal obligation or our educational task. We enter into a processing agreement with organisations that process your data on our behalf. This is to ensure the same level of security and confidentiality of your data. We remain responsible for this use of your personal data. 

Specific processing 

Shenzhou Open University of TCM uses applications for the processing of personal data. The processing of personal data in these applications is carried out in accordance with the requirements of the GDPR and, where necessary, the provisions of the processing agreements concluded. For some of these applications and the studies, we provide specific information about the privacy aspects below. 

Filemaker, the ‘learning management system’ (LMS), is GDPR-compliant. This means that the authorisations (who has access to the system) are set up in accordance with the rules of the GDPR. 

For optimal use of Filemaker as an LMS, progress reports are kept for the teacher on the study results of a group or student being supervised. A class list (list of names) is available to the teacher from Filemaker via the study coordinators. This data is accessible to the study coordinators of your programme. 

Moodle — the student portal and student version of the Learning Management System (LMS) — is compliant with the GDPR. This means that access rights and authorisations (i.e., who has access to the system) are configured in accordance with GDPR regulations. 

To support the effective use of Moodle as a student LMS, records of the student’s academic progress and study results are maintained. These records may be updated by the study coordinators and are accessible to the student for review. 

In addition, Shenzhou Open University of TCM uses your personal data for a number of specific purposes that are in your interest and also for the programme in order to further improve the quality of education. These specific processing operations are: 

Evaluations: During your programme and once after graduation, you may be asked to complete a non-binding survey for the purpose of evaluating the programmes offered by Shenzhou Open University. These surveys are processed anonymously by us using the ‘Google Forms’ functionality. For Google’s privacy policy, click here. 

Alumni network and students in their final year: If you are in your final year or have graduated, Shenzhou Open University of TCM will use your personal data to occasionally inform you via a newsletter about interesting developments in your field, networking events organised by Shenzhou Open University of TCM, seminars, etc. We use the Mailchimp programme for this purpose. As this is in your interest and does not constitute a further infringement of your privacy, we use the email address you have provided for this purpose. If you do not want Shenzhou Open University of TCM to contact you as a graduating student or alumnus, you can notify the study coordinators at: info@shenzhou-university.com. 

If you have any further questions about these applications and surveys, please contact the coordinators at info@shenzhou-university.com. 

What are your rights? 

You can invoke the following privacy rights. 

Right to access data 

You can ask us to access your personal data. You can obtain a statement of which personal data Shenzhou Open University of TCM processes about you without giving a reason. This should make it clear to you where the data comes from and with whom we may share or have shared the data. You can only request data about yourself, not about others. This is only possible if you can demonstrate that you are requesting data on behalf of someone else and/or have obtained permission to do so. 

Right to modify, supplement, restrict, transfer or delete data. 

Is the personal data registered incorrect or incomplete? Then we can modify, supplement or delete data at your request. This is not always possible. For example, if legal proceedings are ongoing in which that data is relevant, or if there is a legal obligation to retain the data. 

Withdrawing your consent 

If you have given us permission to process your personal data, you can also withdraw this permission. You can do this by sending an email to:info@shenzhou-university.com with the subject line: ‘Withdrawal of consent to use personal data’. 

Objecting to data processing 

You can object to the processing of your personal data. You can then ask us to stop using your personal data. This is not always possible. In such cases, you must be able to demonstrate that the processing could have adverse consequences for you. 

How do you do this? 

If you wish to exercise one or more of your privacy rights, the following applies: 

• You can submit a request by post. 
• You must provide proof of identity at the reception desk of Shenzhou Open University of TCM. 

We will process your request within one month. If your request is complex, we will have an additional two months to process it. 

Objection and appeal 

If your request is not granted or only partially granted, we will always explain why. You have the right to have this recorded in a decision. You can lodge an objection to this with the controller. This is the management of Shenzhou Open University of TCM. The decision will explain how you can do this. 

Submitting a complaint 

Are you dissatisfied with how Shenzhou Open University of TCM handles your privacy or processes your personal data? Or do you believe that Shenzhou Open University of TCM has processed your personal data incorrectly? If so, you can submit a complaint to the programme via the email address: info@shenzhou-university.com. 

If we cannot resolve the issue together, you can take the matter to court. You can read more about this in the handling of your complaint. In addition, you can always submit a complaint to the supervisory authority, the Data Protection Authority, if you believe that your rights have been violated. You can read more about this on the website of the Data Protection Authority (AP), under ‘Complaint about the use of personal data’. 

Your website visit 

When you visit our website, so-called cookies are placed on your device. We use technical cookies, functional cookies and analytical cookies. A cookie is a small text file that is stored on your computer, tablet or smartphone when you first visit this website. 

The cookies we use are necessary for the technical operation of the website and your ease of use. They ensure that the website works properly and remember, for example, your preferences. Cookies also track your surfing behaviour and preferences. This allows us to improve our services to you. However, you can choose to opt out of cookies by setting your internet browser so that it no longer stores cookies. In addition, you can also delete all information previously stored via your browser settings. 

More information 

Do you have any questions about privacy? Please contact the Study Coordinators via the email address: info@shenzhou-university.com. 

For general information about privacy, please visit the website of the Data Protection Authority (AP).